Business Technology Quick Start Guide Assignment
Worth: 3 points
Format: Individual or group work
Assignment Overview
In modern workplaces, professionals constantly encounter new technologies—cloud platforms, collaboration tools, project management systems, communication software. The ability to quickly learn and teach others how to use these technologies is an essential professional skill.
Your task is to create a Quick Start Guide that helps someone with no prior experience begin using a specific business technology tool efficiently and confidently. Your guide should get users up and running quickly, focusing on essential functions rather than comprehensive coverage.
Learning Objectives
By completing this assignment, you will:
- Apply plain language principles to create accessible technical documentation
- Evaluate business technology tools from a user perspective
- Develop professional documentation skills essential for workplace communication
- Practice explaining technical concepts to non-technical audiences
- Create reusable resources that help others adopt new technologies efficiently
Why Quick Start Guides matter
Unlike comprehensive user manuals that document every feature, Quick Start Guides serve a specific purpose: getting new users productive quickly. In business environments:
- Time is limited: Employees need to learn new tools while continuing their regular work
- Adoption is critical: Well-designed onboarding reduces resistance to new technologies
- Confidence matters: Clear, accessible documentation reduces anxiety about using new tools
- Efficiency is valued: Users want to accomplish specific tasks, not master every feature
- Questions arise predictably: Most new users encounter the same challenges
Your Quick Start Guide demonstrates your ability to bridge technical complexity and user needs—a skill highly valued in translation, localization, and all forms of business communication.
Plain Language in User Documentation
When creating documentation for users, a key objective is presenting content following plain language principles established in ISO 24495-1:2023. These principles ensure that information is genuinely useful for users.
The Four Principles of Plain Language
The fundamental principles are:
| Principle | What It Means | In Practice |
|---|---|---|
| Relevant | Readers get what they need | • Focus on tasks users actually want to accomplish • Exclude unnecessary technical details • Address common questions and scenarios • Prioritize essential information over comprehensive coverage |
| Findable | Readers can easily locate what they need | • Use clear, descriptive headings and subheadings • Organize content logically (often sequentially for Quick Start Guides) • Include a table of contents for longer documents • Use consistent formatting to create visual hierarchy |
| Understandable | Readers can easily comprehend what they find | • Use simple, direct language • Define technical terms when first introduced • Write short sentences and paragraphs • Use active voice (“Click Submit” not “Submit should be clicked”) • Include examples and screenshots to illustrate concepts |
| Usable | Readers can easily apply the information | • Provide step-by-step instructions • Number sequential steps clearly • Include screenshots showing exactly what users will see • Anticipate and address common problems • Test instructions by having someone unfamiliar with the tool follow them |
Additional Considerations for Technical Documentation
Beyond the four core principles, effective Quick Start Guides also demonstrate:
- Accessibility: Language that doesn’t assume advanced technical knowledge
- Empathy: Understanding user frustrations and anxieties about new technology
- Accuracy: Information that matches what users actually see and experience
- Currency: Up-to-date content reflecting current versions of software
- Cultural awareness: Inclusive language and examples that work across contexts
Throughout this assignment, you’ll be evaluated on how well you apply these plain language principles to create documentation that genuinely helps users.
Part 1: Technology Selection
When selecting a technology for your Quick Start Guide, you have free reign to choose any tool used in business environments. You’re encouraged to pick either a technology you know well and use regularly, or one you’d like to learn for professional purposes. You’ll also want to pick a tool with good existing documentation you can reference (without directly copying) and avoid overly complex enterprise software that would be difficult to document clearly.
Appropriate business technologies include collaboration and communication tools (Slack, Zoom), project management platforms (Trello, Asana), productivity and organization software (Notion, Google Workspace), desktop publishing tools (Canva), cloud storage services, CRM systems, or any other technology commonly used in professional settings.
Translation technology is prohibited because you’ve studied those tools in your other classes and this assignment focuses on general business applications.
Getting Your Choice Approved
Before you begin your guide, contact the instructor directly about your technology choice. Include which 3-4 tasks you plan to cover. Wait for approval confirming no other team has claimed this technology and the tasks you’ve decided to cover are appropriate.
Part 2: Your Quick Start Guide
After you’ve selected your technology and gotten instructor approval, start using the tool yourself, noting where you get confused (these become your troubleshooting tips). Create your guide following the six required sections below, include 4-6 screenshots, and submit your work in MS Word and PDF format.
TopTracker Case Study: Reiterative Document Development
Some goals of Help Desk documentation include not over-investing in training material development while also not scaling inefficiency due to a lack of information. That said, the documentation you develop can and should be iterated on over time. Small teams may benefit more from lighter guides and simultaneous chat communication. Larger teams will need much greater levels of documentation to standardize work. The flow of documentation also needs to correspond with product development.
Here, you’ll find two versions of the same work instruction that illustrate iterative development and serve as examples of the documentation that you’re required to write for this assignment. What differences do you note between the two?
Version 1: Time Tracking with TopTracker (Work Instruction)
Version 2: Time Tracking with TopTracker (Blog post)
Note: These work instructions do not correspond to your assignment instructions exactly, so please be sure to read the instructions thoroughly instead of just replicating the structure of these guides.
Flashback: Remember that one of the principles of Agile Project Management is: working software over comprehensive documentation. If it speaks to you, let that principle guide your work!
Your Quick Start Guide must include the following components.
Required Section 1: Introduction and Overview
What to include:
- Tool name and purpose (1-2 sentences): What is this technology and what is it used for?
- Primary audience (1 sentence): Who typically uses this tool? (e.g., “project managers,” “remote teams,” “anyone tracking personal finances”)
- Key benefits (2-4 bullet points): Why would someone use this instead of alternatives?
- What this guide covers (1-2 sentences): What will users be able to do after following this guide?
Length: Approximately half a page
Required Section 2: Getting Started
What to include:
- System requirements (if applicable): What devices, browsers, or accounts are needed?
- Account creation/access steps: How does someone get access to this tool?
- Initial setup: Any necessary configuration before using the tool?
Requirements:
- Clear, numbered steps for any sequential processes
- At least 1-2 screenshots showing key setup screens
- Links to relevant pages (signup page, download page, help documentation)
- Expected to take users 5-15 minutes to complete
Length: Approximately 1 page
Example structure:
1. Create an account here: [link]
2. Verify your email address
3. Download the desktop application here: [link] (if applicable)
4. Sign in using your credentials
Required Section 3: Core Features and Basic Tasks
What to include:
- 3-5 essential tasks that new users need to accomplish
- Step-by-step instructions for each task
- At least 3-4 screenshots illustrating key actions or screens
- Tips for successful use
Selecting essential tasks: Focus on what users need to do first and most frequently, not advanced features. For example:
- For a project management tool: Create a project, add a task, assign a task, mark a task complete
- For a communication platform: Join a channel, send a message, share a file, schedule a meeting
- For a cloud storage service: Upload a file, share a file with specific people, organize files in folders, recover a deleted file
Requirements:
- Use action-oriented headings (“How to Create a New Project” not “Project Creation”)
- Number sequential steps clearly
- Include callouts or annotations on screenshots when helpful
- Anticipate where users might get confused and provide extra guidance
Length: Approximately 2-3 pages
Required Section 4: Key Terminology
What to include:
- 5-10 important terms specific to this technology
- Clear, jargon-free definitions
- Brief context for when/why users will encounter these terms
Format as a table:
| Term | Definition |
|---|---|
| Dashboard | The main screen you see when you log in, showing an overview of your activity |
| Workspace | A shared area where team members can collaborate on projects |
Why terminology matters: Many technologies use specialized vocabulary that creates barriers for new users. Defining terms clearly reduces confusion and builds user confidence.
Length: Approximately half a page
Required Section 5: Troubleshooting and Common Questions
What to include:
- 3-5 common problems new users encounter
- Clear solutions or workarounds for each problem
- Links to additional help resources
Format options:
- FAQ format (Question → Answer)
- Problem → Solution format
- “If [this happens], try [this]” format
Requirements:
- Address genuine issues users face (not hypothetical problems)
- Provide specific, actionable solutions
- Include links to official support documentation where relevant
Example:
Problem: I can’t see my teammate’s projects.
Solution: Make sure you’re in the correct workspace. Click the workspace dropdown in the top-left corner and select the workspace where the projects are located. If you still don’t see them, ask your team administrator to verify your access permissions.
Length: Approximately half a page
Required Section 6: Important Links and Resources
What to include:
- Direct links to:
- Official help documentation or knowledge base
- Video tutorials (if quality tutorials exist)
- Privacy policy
- Terms of service
- Support/contact page
- Community forums (if applicable)
Why this matters: Users will have questions your guide doesn’t answer. Pointing them to reliable resources demonstrates thoroughness and supports continued learning.
Format: Bulleted list with active links and brief descriptions
Length: Approximately quarter page
Visual and Formatting Requirements
Screenshots:
- Minimum 4-6 screenshots distributed throughout the guide
- Screenshots should be clear, appropriately sized, and relevant
- Add callouts, arrows, or highlights to draw attention to specific elements when helpful
- Include captions explaining what the screenshot shows
Document formatting:
- Clear visual hierarchy using headers and subheaders
- Consistent formatting throughout
- White space to improve readability
- Professional appearance appropriate for workplace documentation
Language requirements:
- Use inclusive language that doesn’t assume masculine gender as neutral
- Write at an accessible reading level (avoid unnecessary jargon)
- Use active voice and direct address (“you” rather than “the user”)
Part 3: Helpful Tips for your Drafting Workflow
Tip 1: Research the technology thoroughly
Before writing, spend time using the tool:
- Create an account and complete the basic setup yourself
- Try to accomplish common tasks
- Note where you got confused or stuck (these become your troubleshooting section)
- Review the official documentation to understand terminology
- Watch tutorial videos to see how others explain the tool
- Check reviews to understand what users commonly struggle with
Research goal: You should be comfortable using the basic features before you start writing about them.
Tip 2: Outline your guide
Plan your structure:
- List the 3-5 essential tasks you’ll cover
- Decide what terminology needs definition
- Identify where screenshots will be most helpful
- Plan the logical flow of information
Collaboration tip: If working in a team, divide tasks now:
- One person focuses on account setup and getting started
- Another person documents specific features
- Someone else handles screenshots and visual design
- Another person writes troubleshooting and gathers resources
Tip 3: Apply plain language principles
Review your draft against the four plain language principles:
| Principle | Checks |
|---|---|
| Is it Relevant? | - Have you focused on what users actually need to know? - Did you exclude unnecessary technical details? - Are you addressing the most common use cases? |
| Is it Findable? | - Do your headings clearly indicate what each section covers? - Is the organization logical and sequential? - Can someone scan the document and find specific information quickly? |
| Is it Understandable? | - Have you used simple, direct language? - Are technical terms defined when first introduced? - Would someone unfamiliar with the tool be able to follow your instructions? |
| Is it Usable? | - Can someone actually accomplish the tasks by following your steps? - Have you included enough detail without overwhelming users? - Do your screenshots show exactly what users will see? |
Submission Details
- File Format: One MS Word document (.docx) (for the instructor to easily comment upon), along with a PDF copy of the guide (ensures consistent appearance across devices)
- File Name:
LastNames_technology-name-quick-start.docx,LastNames_technology-name-quick-start.pdf- Individual:
Brandt_slack-quick-start.docx - Team:
MartínezWilliams_Chen_notion-quick-start.pdf
- Individual:
- Length: 4-6 pages (please do not use a cover page)
- Due Date: End of week
Before submitting:
- Check that all links are working and clickable
- Ensure screenshots are clear and appropriately sized
- Verify consistent formatting throughout
- Proofread for typos and grammatical errors
- Test the guide by having someone unfamiliar with the tool follow your instructions
Assessment Criteria (3 points total)
| Component | Points | Criteria |
|---|---|---|
| Plain Language Principles | 1 | • Content is relevant: Focuses on essential tasks users need to accomplish, excludes unnecessary complexity • Content is findable: Clear headings, logical organization, easy to scan and navigate • Content is understandable: Simple language, terms defined, concepts explained clearly • Content is usable: Instructions can be followed successfully, screenshots support text effectively • Appropriate reading level for general business audience |
| Content Quality & Usability | 1 | • All six required sections present and complete • 3-5 essential tasks covered with clear, numbered steps • Minimum 4-6 relevant, clear screenshots included • 5-10 key terms defined accurately • Troubleshooting addresses realistic user problems • Important links included and functional • Instructions are accurate and can be followed successfully • Information is current and matches actual software behavior |
| Professional Presentation | 1 | • Professional formatting appropriate for workplace documentation • Consistent styling and visual hierarchy throughout • Screenshots appropriately sized, clear, and well-placed • Document is 4-6 pages in length • Error-free writing with proper grammar, spelling, and punctuation • Uses inclusive language • Proper file naming and PDF format • Overall appearance is polished and trustworthy |
Reflection Questions
As you work on this assignment, consider:
- User perspective: What did you find confusing when you first tried to use this technology? How did your experience as a beginner influence your documentation choices?
- Plain language challenges: Where was it difficult to explain something simply? What technical concepts required the most effort to make understandable?
- Screenshot strategy: How did you decide which moments to capture in screenshots? What makes a screenshot truly helpful versus just decorative?
- Scope management: How did you decide what to include and what to leave out? What criteria did you use to identify “essential” tasks?
- Cultural considerations: Are there aspects of this technology or your documentation approach that might need adaptation for different cultural contexts? What assumptions about workplace technology use are embedded in your guide?
- Accessibility: Beyond the four plain language principles, what other accessibility considerations matter in technical documentation? (For example: color contrast, alternative text for images, screen reader compatibility)
- Professional growth: What did you learn about this technology that you didn’t know before? How might you use it in your own work or studies?
📥 Download this Content
Find this file on our repo and download it.
🤖 GAI Study Prompts
Copy the downloaded content and try it with these prompts:
- “Help me evaluate whether these tasks I’ve identified are truly ‘essential’ for a Quick Start Guide about [technology]”
- “Review my instructions for [specific task] and suggest how to make them clearer and more concise”
- “I’m explaining [technical concept] in my guide. Help me find simpler language that a non-technical person would understand”
- “What are the most common problems new users face when starting with [technology]? Help me anticipate troubleshooting needs”
- “Review my Quick Start Guide draft against the four plain language principles (relevant, findable, understandable, usable) and identify areas for improvement”
- “Help me write clear, action-oriented headings for these sections: [list your section topics]”
- “I have this screenshot showing [describe screenshot]. What callouts or annotations would make it more helpful for users?”
- “Generate a checklist I can use to ensure my guide meets all the assignment requirements before submission”
- “How might this Quick Start Guide need to be adapted for users in [specific cultural context]?”
- “What terminology from [technology] would be confusing to new users and needs definition in my guide?”
Week 14 Complete! Next week we’ll explore Business Innovation & Adaptation to Change